Financial Administrator

Position Title: Financial Administrator
Location: National Centre for Critical Infrastructure Protection, Security and Resilience (NC-CIPSeR), Carleton University, Ottawa, ON
(Remote opportunities available)
Position Type: Volunteer / Professional Support / Fellowship
Duration: Flexible, with a minimum commitment of 12–24 months recommended

About the Role

The National Centre for Critical Infrastructure Protection, Security and Resilience (NC-CIPSeR) is building a national research and collaboration hub focused on Canada’s most pressing infrastructure protection, security, and resilience challenges. As the Centre continues to expand its research portfolio, partnerships, and funding activity, NC-CIPSeR is seeking a Financial Administrator to support the Centre’s financial coordination and operational integrity.

This role is foundational. The Financial Administrator supports budgeting, financial tracking, reporting, and process development across NC-CIPSeR projects and initiatives. Working closely with the Executive Director and project leads, this position helps ensure that funds are managed responsibly, transparently, and in alignment with funder, university, and governance expectations.

This role is well suited to someone who enjoys building systems, creating clarity, and enabling mission-driven work behind the scenes. It is not a strategic finance role, but a critical operational one that allows researchers, analysts, and volunteers to focus on delivering impact.

Why It Matters

NC-CIPSeR operates across multiple projects, task forces, grants, and partnerships—often simultaneously. Without clear financial coordination, even the best research and policy work can stall.

The Financial Administrator helps ensure:

• Funds are tracked accurately and responsibly
• Reporting obligations are met
• Administrative burden on research teams is reduced
• NC-CIPSeR maintains credibility with funders, partners, and governance bodies

This role directly supports NC-CIPSeR’s ability to grow sustainably while maintaining trust, accountability, and transparency.

Responsibilities

As the Financial Administrator, you may take on one or more of the following responsibilities, depending on experience and Centre needs:

Financial Administration & Tracking

• Support the development, tracking, and maintenance of project budgets across NC-CIPSeR initiatives
• Track expenditures, commitments, and in-kind contributions across funded and volunteer-supported work
• Maintain organized financial records to support transparency, auditability, and reporting
• Assist with basic reconciliation and expense review processes

Grant & Funding Support

• Support the financial components of grant applications, contribution agreements, and funding proposals
• Track funding timelines, reporting requirements, and financial deliverables
• Assist with preparation of financial summaries for funders, partners, and internal governance

Operational Support & Process Development

• Work with the Executive Director to establish and refine financial templates, trackers, and workflows
• Support coordination with Carleton University systems, partners, or external service providers, as required
• Help build scalable, repeatable financial practices appropriate for a growing national centre

Coordination & Communication

• Serve as a point of contact for project leads and task force chairs on budget-related questions
• Provide clear, accessible financial summaries to support planning and decision-making
• Flag financial risks, gaps, or upcoming obligations in a timely and constructive manner

Qualifications

We are seeking candidates who bring strong organizational skills, financial competence, and a commitment to public-interest work.

Minimum Requirements

• Experience or education in finance, accounting, administration, business, or a related field
• Strong organizational and record-keeping skills
• Comfort working with budgets, spreadsheets, and financial tracking tools
• Ability to work independently and communicate clearly with non-financial colleagues
• High attention to detail and a strong sense of accountability

Assets (Optional but Preferred)

• Experience supporting grant-funded projects, non-profits, or research organizations
• Familiarity with university, public-sector, or not-for-profit financial environments
• Experience with contribution agreements, financial reporting, or audit preparation
• Comfort working in small, evolving, or start-up-style organizations
• Experience building or improving administrative processes

What You’ll Gain

• A meaningful role supporting nationally relevant research and resilience initiatives
• Hands-on experience helping a growing centre build strong financial foundations
• Exposure to research, policy, and partnership activity across government, industry, and academia
• Professional recognition as a trusted operational contributor within NC-CIPSeR
• The opportunity to help enable work that strengthens Canada’s critical infrastructure and public safety

Steps to the Application Process

Joining NC-CIPSeR is a structured and supportive process designed to set you up for success. From your initial application through to orientation and project assignment, each step is intentional—ensuring you understand our mission, meet foundational requirements, and are fully prepared to contribute meaningfully. Once completed, you’ll be matched with a mentor and begin your journey on a project that aligns with your skills and interests. This process helps us maintain a high standard of engagement, professionalism, and impact across everything we do.

• Application
• References check
• Privacy & Confidentiality, Code of Conduct and Conflict of Interest Policy and Guidelines
• AODA training (online and free)
• Workplace training (online and free)
• Volunteer Agreement – tailored and signed (only after all other admin has been completed)
• Volunteer Orientation
• Mentor Assigned and Project Assigned

To Apply

To get started, please complete our application form through the NC-CIPSeR Application Portal. Be sure to select Pulse & Praxis Journal: Knowledge Translation and Mobilization as the position of interest when completing your application. You’ll be asked to answer a few brief questions, upload your CV, provide reference details, and share why you’re interested in working with us. This helps us get to know you and understand how your skills and interests align with our mission.

About Carleton University

Located in Ottawa, Carleton is an innovative teaching and research institution with a tradition of leading change. Internationally recognized academics, staff, and researchers engage more than 31,000 students in over 100 programs of study. Carleton has long been known for promoting research excellence and connectedness and is involved in partnerships around the globe. With strong leadership, it enjoys a healthy financial position and our proximity to government and cultural institutions, media, and a thriving knowledge economy make Carleton and Ottawa a great place to work, learn, and live. Our picturesque campus is fully accessible and, along with award-winning student services, Carleton’s Paul Menton Centre for Students with Disabilities has been heralded as the gold standard for disability support services in Canada. Learn more about our university and the city of Ottawa at https://carleton.ca/deputyprovost/jobs/.

Carleton University is committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our university including, but not limited to: women and gender equity-seeking groups; racialized individuals; Indigenous Peoples; persons with disabilities; and persons of any sexual orientation and/or expression. Furthermore, Carleton understands that career paths vary and interruptions will not prejudice the assessment process. We invite you to review our revitalized Indigenous strategy, Kinàmàgawin at https://carleton.ca/indigenousinitiatives/cu_file/kinamagawin/ and visit our Department of Equity and Inclusive Communities at http://carleton.ca/equity for information about our commitment to leadership in the areas of equity, diversity, and inclusion.

Accessibility is a university strategic priority and applicants selected for an interview who require accommodations are invited to contact us as soon as possible to ensure that appropriate arrangements may be made.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. All positions are subject to budgetary approval.

Application Deadline:

We accept applications on a rolling basis to accommodate the availability of our volunteers.

This volunteer and mentorship opportunity not only allows you to contribute to vital national security efforts but also offers a platform to influence and shape the future leaders of critical infrastructure protection. Join us in our commitment to safeguarding Canada’s critical infrastructure.

Join Us

This is more than a job opportunity; it’s a chance to contribute to a safer, more resilient Canada. By joining our team, you’ll be at the heart of a national endeavor to protect and secure our critical infrastructure against the threats of tomorrow. Your work will empower informed decision-making, drive innovation, and shape the future of how we assess and think about the most pressing threats and hazards.